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Job Description
- Exceptional Organizational Skills, excellent written and oral communication abilities, as well as a strong attention to detail and precise records and computer literacy and handling
- Handling written communications and bookkeeping
- Handling, Greeting, receiving visitors and directing them to the appropriate staff member
- Route, Resolve, Redirect, Receive, Screen, relay phone calls, emails, postal, package, mail and information requests accordingly.
- Arrange for outgoing mail and UPS/Fed Ex/DHL packages to be sent and picked up accordingly.
- Determine matters of top priority and handle accordingly
- Making travel arrangements for their boss and related accordingly
- Monitor and help prepare the office budget with reports.
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective price and orders are placed
- Monitor and Operate office equipment, such as photocopy machines, scanners and fax machines and Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment
- Monitor, handle and direct for repair office internet connection accordingly to IT Service Company.
- Ensuring compliance with organizational rules
- Compiling minutes of meeting in participated meetings
- Supervise clerical staff if required and accordingly
- Provide administrative and clerical support to departments or individuals
- Handle, Prepare and keep safe confidential and sensitive documents
- Maintaining records, files and office procedures, hard and soft copies in the office filling system ensuring information is organized and easily accessible
- Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention
- Overseeing administrative policies within an organization and within the office, recommending changes as appropriate
- Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes
- Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary
- Assist in keeping records and follow up of company registrations with local and international clients
Job Requirements
- The applicant should be a graduate, preferably with prior secretarial experience of at least 2 years in similar position of handling administration
- Must have good/excellent knowledge of written and spoken English and Arabic
- Pleasant, helpful, proactive, trustful personality and to be able to work in a team environment
- Technical proficiency with office automation tools, including software essentials like Microsoft Word, Excel, and PowerPoint, as well as Photoshop when required
- All the rest can be discussed in the interview
